1-ITB-SWE-25-44 Advertisement.pdf

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CITY OF PALM COAST

INVITATION TO BID

ITB-SWE-25-44

Trenchless Pipe Rehabilitation

SCOPE OF SERVICES: The City of Palm Coast is requesting proposals from qualified Contractors to provide trenchless pipe rehabilitation services to rehabilitate aging, damaged, and deteriorated Stormwater infrastructure. Quantities listed are estimated for proposal purposes based on work projection and are subject to change. There are ten (10) specific projects that require trenchless pipe rehabilitation services.

The Contractor shall provide all work required for a completed project including, but not limited to, labor, supervision, traffic, control, materials, equipment, installation, and incidentals required for complete rehabilitation. CONTRACTOR shall also provide material samples, as necessary, to ensure compliance with manufacturer’s recommendations. Installation of materials shall be in accordance with all applicable CITY standards and requirements, applicable Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge Construction (latest edition), manufacturer and industry preferred standards. Work assigned under this contract may include, but is not limited to, the following types of projects:

• Stormwater culvert inspection, cleaning and rehabilitations

• Stormwater culvert pre-and post-work video inspections (City does not provide these)

• Easement access

• Maintenance of Traffic (MOT)

• Isolation and by-pass pumping

• Cured-In-Place Pipe reconstruction

• Centrifugally Cast-in-Place Structural Cement

• Slip Lining with High Density Polyethylene Pipe (HDPE)

• Erosion and sediment control

• Site restoration

• Obtaining all required permits associated with the work

• Signed and Sealed FDOT Structural and Loading Calculations for lining materials.

The quantities shown in the Unit Cost Schedule are estimated provided for proposal comparison purposes and will be utilized in determining the lowest responsive / responsible Bidder(s). The Bidder shall provide unit costs for all of the items listed in the Unit Cost Schedule. These unit costs shall be the basis for Contract unit prices and will be used in the development of project Work Orders. The City does not warrant that the actual quantities of work will correspond with those estimates. The City reserves the right to increase or decrease any of the quantities shown without adjusting the unit Contract prices by Change Order.

The Contractor shall be required to provide a Designated Representative (i.e. Contract Project Manager). The primary Contractor must perform at least 51% of the work under this Contract.

A non-mandatory pre-bid conference will be held at City Hall and via Microsoft Teams, information will be provided through Bonfire for the Microsoft Teams option.

COMPARING CONSTRUCTION METHODS: The lining method used shall rebuild strength and substantially reduce possible infiltration, exfiltration, or root intrusion by providing a tight molded fit to the inside wall of the host pipe. The liner materials shall mold into the joints and over offsets to lock the liner into place. The liner materials shall be chemical resistant to protect the host pipe against future deterioration of the pipeline and or joint materials due to the environment. The liner material shall be a solid wall material that will provide the maximum level of protection to the environment and against root intrusion. Since each culvert provides its own unique challenges (size, location, potential for dewatering, access, existing utilities, etc.), the proposers are encouraged to provide a bid on what they perceive to be the most practical and cost effective method on each lining project. Proposers may submit more than one bid for each individual project, so long as the bids are for different lining techniques (i.e. slip-lining, cured-in-place, spin-casting, etc.). The City of Palm Coast will evaluate the bids on overall cost, post-condition flow capacity, and expected life of the proposed technique. Total costs

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will be a primary factor, however the City reserved the right to select the bid/lining technology that it feels is in the best interest of the City with respect to structural integrity, life expectancy, flow capacity, and/or safety, regardless of total cost. The City will evaluate bids for each project location and may award all project sites to a single bidder or individual sites to multiple bidders. The construction shall comply with material manufacturer’s recommendations (submittal of manufacturer’s installation recommendations / standards shall be required prior to award of contract) and industry standards.

The City requires the rehabilitation methods to provide a fully structural liner. Signed and sealed calculations by a Florida Licensed Civil Engineer shall be required to ensure the adequate structural integrity for the proposed liner. If the bidder is proposing a spray application, minimum thickness documentation shall also be provided from a Florida Licensed Civil Engineer certifying that the proposed material and thickness will provide the necessary structural integrity for existing loading conditions.

If a Cured-in-Place method of rehabilitation is used, the cure water or condensate must be contained by cofferdam until the water has acclimated to the temperature of the receiving waterbody to avoid attracting or harming wildlife. Water that is generated by the cleaning operations will be permitted to go downstream into the pipe or canal that the pipe terminated in although it is prohibited to discharge any cure water or condensate into the local sanitary sewer system at each location.

The City has capabilities to lower the water levels at some locations via downstream weir controls. The City may be able to lower water levels up to 2 feet depending on actual water levels and existing conditions at time of construction. Lowering of the canals will be coordinated with the Project Manager and must be approved by the City Engineer. Cofferdamming shall be the responsibility of the contractor and must conform to all applicable Federal, State and Local regulations and restrictions. The use of earthen dams is strictly prohibited. Turbidity Barriers shall be in according with FDOT Index 103 or latest edition.

The Contractor is expected to provide cleaning as it pertains to sedimentation, mulch, or small organics found within the culvert. The City will assist with debris removal for access and with larger debris that would be considered, in the City’s opinion, beyond reasonable conditions normally encountered during the cleaning process. For example; large tree limbs / sticks and, anything that would impede the Contractor to access the site. The City will not be held financially responsible for additional, last minute excavation activities that will be required due to failure to inspect the sites in advance. The City will not provide a location for the disposal of the debris removed from the pipes during the cleaning operations, the material must be hauled away and disposed of by the contractor performing the work. It is preferred that the method a Contractor use to pick up debris is with a vac-con truck. If incidental debris remain up or downstream of the pipe, the City can pick up small amounts.

To obtain water for each project site, Contractor can either use a water-truck, which would be supplied by the Contractor, or there is an option for the Contractor to request the City to install a temporary hydrant meter. A deposit of $560.00 per hydrant meter is required to have a meter set through the Utility Department although the final cost may vary depending on the amount of water used. The City’s Project Manager will assist with coordinating setting meters with awarded Contractors as needed.

Some equipment and materials may be stored in the right of way close to the project site only during the duration of the agreed upon Contract. It is also suggested that Contractors store their equipment in the parking areas of the hotel they are staying in if applicable.

The City does not require any specific accommodations for temporary office trailer or other facilities for these projects. Some of these pipes are in residential areas so there will be no space for a temporary facility. If sidewalks or street closures are inevitable, the Contractor shall prepare and submit a MOT Plan for City approval. The City of Palm Coast required a minimum 7 day notice, after approved of the MOT, for any land or road closures.

CONTRACT TIME: Total construction time to achieve Substantial Completion at each site is twenty-eight (28) consecutive calendar days from the date of the “Notice to Proceed,” with an additional seven (7) consecutive calendar days to achieve Final Completion. However, total contract time for multiple projects awarded to a single Contractor may not be cumulative and shall be determined at time of award based on number and complexity of projects awarded. Contract time will be from the date of the “Notice to Proceed.” The Contract time of 28 days will begin on the Notice to Proceed date. The Contract time by City standards means the amount of time you are allowed to be on-site for this job / days you have for installation. By the time the NTP is set, winning Contractors would already be notified and specs would also have to be submitted and approved before construction can begin. The submittal portion is not counted as part of the Contract time. Notice to Proceed dates shall be set based on coordination with the awarded proposer’s schedule. There will be no priority list determined for these projects. Priority will be worked out with the awarded proposer prior to issuance of Notice to Proceed. Please take care in coordinating crews to complete work within the agreed upon Contract dates. Failure to do so may result in the City seeking liquidated damages.

DOCUMENT, AVAILABILITY, SUBMISSION, OTHER INFORMATION: Bid documents are available at no-cost through the City’s Procurement Portal at (https://palmcoastgov.bonfirehub.com/portal). Bid submittals shall be received electronically through the City’s Procurement Portal by the specified time and date. No other method of submission will be allowed or considered (i.e. mailed, emailed, or hand delivered).

https://palmcoastgov.bonfirehub.com/portal

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CONTACT: All prospective Bidders are hereby instructed not to contact any member of the City of Palm Coast City Council, City Manager, or City of Palm Coast staff members other than the noted contact person(s) regarding this bid/request at any time prior to the bid/request having been formally presented to, and voted on by, the City Council. Any such contact shall be cause for rejection of your bid/request submittal.

QUESTIONS: Any questions concerning the intent, meaning and interpretations of the bid documents including the draft agreement, shall be requested in writing through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) at least seven (7) calendar days prior to the due date.

ADDENDA: Should revisions to the bid documents become necessary; the City shall post addenda information on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal). All Bidders should check the City’s Procurement Portal Web Page at least three (3) calendar days before the date fixed to verify information regarding Addenda. Bidder shall sign, date, and return all addenda with their bid submittal. Failure to do so shall result in rejection of the bid submittal as unresponsive.

BID SECURITY/BID BOND: A Bid Bond shall accompany each Bid if the Bid amount is one-hundred thousand dollars ($100,000) or greater.

The Bid Bond shall be for an amount not less than five percent (5%) of the Bid price and shall be made payable to the City as a guarantee that the Bidder will not withdraw his/her Bid for a period of one hundred twenty (120) days after the Bid closing time.

PERFORMANCE, PAYMENT, & MATERIAL AND WORKMANSHIP BONDS: In the event the Contract is awarded to the Successful Bidder and will enter into a written Agreement with the City and furnish a Payment Bond and Performance Bond in an amount equal to the Contract Price. The Material and Workmanship Bond shall be in an amount equal to ten percent (10%) of the Contract Price as adjusted on the Final Application for Payment. The Bidder will forfeit their Bid Security if they fail to do so. All Bonds shall be secured from or countersigned by an agency or surety company recognized in good standing and authorized to do business in the State of Florida.

AWARD OF CONTRACT: All submittals will be evaluated by City staff in accordance with the criteria set forth in the bid documents. The City reserves the right to reject all bids/submittals, and to solicit and re-advertise for new bids, or to abandon the project in its entirety at any time during the process including, but not limited to, after the Notice of Intent to Award. Pursuant to Florida Statutes § 287.05701, the City will not will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.

NON-MANDATORY PRE-BID MEETING: August 13, 2025 at 10:00 AM

QUESTION DEADLINE: August 28, 2025 at 2:00 PM

QUALIFICATIONS AND BID DEADLINE: September 4, 2025 at 2:00 PM

PUBLIC OPENING: The public opening shall take place September 4, 2025at 2:00 PM, or shortly thereafter, at the City of Palm Coast City Hall, located at 160 Lake Avenue, Palm Coast, FL 32164.

ADA INFORMATION: Persons with disabilities needing assistance to participate in any of the proceedings should contact the Human Resources Office ADA Coordinator at 386-986-2570 at least forty-eight (48) hours in advance of the public opening, pre-bid meeting, or any other proceeding related to this bid.

FOR PUBLICATION ON WEDNESDAY, July 23, 2025

CITY OF PALM COAST

BUDGET AND PROCUREMENT OFFICE

160 LAKE AVENUE, PALM COAST, FL 32164

www.palmcoastgov.com

(386) 986-3730 https://palmcoastgov.bonfirehub.com/portal https://palmcoastgov.bonfirehub.com/portal http://www.palmcoastgov.com/